Monitoring Course Progress Policy and Procedures-CHC51015

Monitoring Course Progress Policy and Procedures-CHC51015



  1. The Diploma of counselling must be completed within two academic years (8 terms) as specified on the student’s COE. It covers 17 units of competency including 13 core units and 4 elective units.
  2. The course requirements for each term will be explained clearly to the student at the start of each term in the intensive seminar. Course outline and each unit outline will be given to the students as well.
  3. In order to complete the course successfully, students must follow the course requirements for each term including academic and skills performance and attendance responsibility.
  4. Academic performance will be monitored and students are required to achieve satisfactory academic progress in the course as part of student visa requirements.

For that purpose :

– Students must take at least one unit that is not by distance or online learning each term. Each term is composed of two or three units and it lasts usually 9 to 11 weeks.

– Students must demonstrate competency in at least 50% of units each term( a study period).

– Students’ tutors will assess and record each student’s progress (academic results) at the end of each term based on the results of all assessments.

  1. Where students have been identified as at risk of not meeting the academic requirement, all possible efforts shall be made by the means of intervention strategies to ensure that the student is given the opportunity to rectify their situation, but where this is not possible their non-compliance of this requirement must be reported to Department of Education and Department of Immigration and Border Protection (DIBP) via Provider Registration and International Students Management System (PRISMS).


6.The primary goal of the procedures is to provide students who are not achieving a satisfactory level of academic progress with knowledge of and access to appropriate learning and other specified support and resources to assist them improve their academic performance.


7.The following procedures outline a process to ensure that students are made aware and given opportunities by the means of activation of intervention strategies to rectify the situation.





  1. Recording student academic performance


The assessment of students academic performance shall be conducted by qualified trainers/assessors(tutors) according to the Australia Christian College(ACC)’s assessment tools, methods and the recording processes.  All academic results are entered into the Students Records Management System by the Registrar, ACC.



  1. Monitoring Student Academic Performance


At the end of the study period (term) student’s tutors reports any of the following issues regarding a student to the Course director, ACC:


  1. The student has been deemed ‘not satisfactory course progress’ in 50% or more of the units that he/she has attempted in the study period (term).


  1. The current course load may restrain the student from completing the course within the expected duration as specified on the student’s CoE.


  1. Where a trainer/assessor has identified the student at risk of making unsatisfactory course before the end of the study period (term).


(a)  Appropriate intervention strategy will be implemented where the student is at the risk of not maintaining satisfactory course progress.


(b)  The student will be contacted by student’s tutor by telephone, email or mail and invited to a meeting to develop an action plan, which assists to improve student’s academic performance.


(c)  The student will need to come and discuss the appropriation of the course selection and opportunities for reassessment in subjects previously been assessed as ‘not satisfactory’.


(d)  Students must be made aware that unsatisfactory course progress in two consecutive study period(term) will be reported to Department of Education DIBP by ACC and can lead to cancellation of their student visa (depending on the outcome of any appeal process if accessed).


(e)  The Course director or the Trainer/Assessor(tutors) will work with the student to ensure that the discussed action plan is implemented and produces higher levels of academic performance.


(f)  Without a reasonable cause for ongoing underperformance i.e.  unsatisfactory course progress in 50% or more of the units for two consecutive study period (term), the Course director, ACC will refer the case to the ACC general manager who will evaluate the situation for the termination of student enrolment.


(g)  The reasonable cause is compassionate or compelling circumstances that are beyond the control of the student and they have an impact on the student’s capacity and/or ability to progress through course.  These could include but are not limited to:

(1)  Serious illness to injury, where a medical certificate stages that the student was unable to attend classes.

(2) Bereavement of close family members such as parents or grandparents (where possible death certificate should be provided).

(3) Major political upheaval or natural disaster in the home country requiring their emergency travel and this has impact on their studies.

(4)  A traumatic experience which could include but not limited to:

1)  Involvement in or witnessing of an accident, or

2)  A crime committed against the student, or

3)  The student has been witness to a crime and that has impact on the student (these cases should be supported by the police or psychologist’s report).


(h)  Where ACC has assessed the student as not achieving satisfactory course progress, ACC will notify the student in writing of its intention to report to DIBP for the student’s not achieving satisfactory course progress. The written notice will inform the student that he or she is able to access the ACC’s complaints and appeals process and that the student has 20 working days in which to do so. A student may appeal on the following grounds:


(1) provider’s failure to record or calculate a student’s marks accurately,

(2) compassionate or compelling circumstances, or

(3)provider has not implemented its intervention strategy and other policies

according to its documented policies and procedures that have been made

available to the student.



(i)  Where the student has chosen not to access the complaints and appeals processes within the 20 working days period, the report will be submitted via PRISMS.



  1. Activation of intervention strategy


  1. If a student is not deemed competent in 50% or more units attempted in a study period (term), the student’s tutor shall immediately notify the Course director and a Warning Letter shall be sent indicating the student is required to contact and organise an appointment with the Course director to discuss their poor academic progress and intervention strategies to ensure they stay above the 50% academic progress requirement for the following study period (term).


  1. If the student does not respond within 7 days the student’s tutor will attempt to contact the student via telephone. If this fails the matter shall be forwarded to the ACC Director who will then again try to contact the student and pursue the matter further.



  1. When a student’s academic progress fails below 50% for 2 consecutive study period:


  1. The student shall be sent a ‘Breach Recorded letter indicating they are going to be reported to DIBP for unsatisfactory academic progress in their course of study by the general manager. They are informed that this has occurred as they have failed to be deemed competent in more than 50% for two consecutive study periods.


  1. They are also informed of their ability to access the complaints and appeals process and have 20 working days to do so.


  1. If the student does not go through any appeal or complaint process within 20 working days, the report shall be submitted to DIBP via PRISMS by ACC general manager.


  1. A copy of all letters, details of phone calls/SMS made, and any reports are to be kept in the student files.



  1. Intervention Strategy Guidelines


  1. Intervention strategies to be put in place may incorporate the following:


(a)  Student will be advised to attend the catch up classes.

(b)  Mentoring programs will be implemented.

(c)  Counseling will be arranged for the student.


  1. Reduction of load may be advised but the student will be advised to complete the course in the expected duration and he/she cannot exceed duration beyond the specified course duration on CRICOS.


  1. This intervention strategy specifies the procedures for indentifying and assisting students at risk of not meeting the required course progress requirements i.e. not attaining competency in 50% of units undertaken in a study period. This intervention strategy must be made available to students.


  1. ACC would develop their intervention strategy for each student on a case by case basis.  These guidelines include suggested actions, however these suggested actions are not exhaustive.


  1. When an intervention strategy has been activated for a student, documentation must be kept in the student’s file for all follow up meetings, support provided and strategies undertaken by the student. The course director will be in charge of keeping records.


  1. If it is noted that the student is not following the intervention strategy in place for the student, it is recommended that the student is sent a letter reminding the student that if they continue to not meet academic progress requirements he/she will be reported to Department of Education and DIBP (Department of Immigration and Border Protection) by the general manager

Monitoring Course Progress Policy and Procedures-CHC51015